11. 14. 2016

Contact CVB Program and Information Management and Security 

(PIMS) at: CVB.PIMS@aphis.usda.gov

Archiving your documents from the NCAH Portal

Do you have a process in place for saving your documents from the NCAH Portal? If you don’t, you could be at risk for 

losing important documents and not being in compliance with 9 CFR Part 116.8. 

Items are only available in the NCAH Portal for 60 days after the completion date. 

Why would we do that, you ask? The security of your information is one of our top priorities so we want to mitigate as 

many of the risks as we can. Limiting the time your records are available via the NCAH Portal is just one of the ways we 

keep your firm’s confidential business information secure. The NCAH Portal is designed to be a transmission tool, not a 

retention tool. Also, failure in being able to provide a CVB inspector substantiation of an approval or 

authorization may result in compliance issues. 

The “How to Use Account Details” user guide was recently updated with more details and clarifying information. Check it 

out!

Helpful Tips for using the 

Portal

You Asked, We Answered

What we’re working on for future issues...

Vol. 1 ISSUE 4

NCAH PORTAL news for CVB

Things to remember when saving your items from the NCAH Portal

 Use a process that is within the 9 CFR Part 116 requirements for reports and records.

 If you are saving a document that has been digitally signed, remember that those documents only have 

authenticity in digital form. The text comprising a digital signature has no particular standing when printed on 

paper. Always keep the digital file for proof of authenticity.

 Be careful renaming signed documents. Some signatures are compromised by opening the document and doing 

“Save As”. Instead, rename the document via Windows Explorer with the file closed.

 If you want to compile various CVB response files into one working pdf file for archival (example: a signed APHIS 

2071 form, a separate comments page, and the experimental label) we recommend that you save any digitally 

signed documents separately as well, so that you continue to have a back-up document with an authenticated 

signature that has not undergone changes since signing. 

We need questions for our “You 

Asked, We Answered” section! 

What do you want or need to know 

about the NCAH Portal?

Digital Signatures—What 

you need to know

Important Information regarding Security Awareness

The Information Security Awareness and Rules of Behavior document (aka Security Awareness Document) that 

every NCAH Portal user must read before gaining access has been updated for Fiscal Year 2017. You do not need 

to read this document again if you’ve already done it in the past year—it’s required annually, not every time there is 

an update to the document. 

There is an important topic in security awareness that deserves special emphasis... Password Protection. 

What you should know: 

 You are responsible and accountable for any actions taken under your user ID. 

 If it is found that a firm is sharing eAuthentication passwords, it is considered a reportable offense to 

eAuthentication authorities, which may impact that firm’s ability to access the NCAH Portal, as well as be a 

regulatory violation. 

 Protect your passwords from access by other individuals.

 Never give a password to another person, including a supervisor or a computer support person. 

 Do not ask anyone for their password.